Business Support Associate

2 weeks ago

UAE, United Arab Emirates World Food Programme Full time

**ABOUT WFP**:
The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetime. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

To support this lifesaving mission, WFP Fleet Centre in Dubai is mandated to centrally set the global standards for and manage the light and armoured vehicle fleet leasing operations to enable effective, safe and efficient fleets in all WFP offices across the world. The vehicle leasing & insurance service is complemented by world-class expertise and technical assistance in fleet management (including for armoured vehicles), fleet systems support, vehicle disposal, and road safety & fleet management training. In addition, having one of the largest humanitarian light vehicle fleets, WFP is also spearheading, through Fleet Centre, international collaboration efforts within the wider UN System to facilitate sister agency access to more effective and safer vehicles and to realize efficiency gains.

**WHY WORK AT WFP?**

**SAVING & CHANGING LIVES **❤
- Make a difference the world will notice._
We are driven by our mission to fight world hunger and feed people’s dreams of a brighter future.

**GLOBAL COMMUNITY**:

- Build bridges that unite people across the world._
Being part of a global, diverse and multicultural community like WFP, will continuously expose you to new ideas and perspectives.
How we deliver our mission in deep respect for personal and cultural differences and close collaboration between every member of our global team, will certainly enrich your experience and knowledge on so many levels.

**UNLIMITED POSSIBILITIES**:

- Unlock possibilities you never thought you'd find._
WFP goes anywhere it is needed and does whatever it takes to get the job done.

**LIFE-CHANGING EXPERIENCE**:

- Reach beyond yourself and discover your true potential._
WFP offers the kind of life-changing experiences you’re unlikely find in many other organizations.

**Join us to make a difference**
**Watch this video to know more about us**

**ORGANIZATIONAL CONTEXT**:
At this level job holders are expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. They have responsibility for undertaking specialised business support work, such as organisation and coordination of work. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders are expected to manage resources, and coach and/or coordinate a team of support staff.

**JOB PURPOSE**:
To coordinate and control a full range of business support services for a specific professional area of work, to ensure that services are delivered effectively.

**JOB TITLE**: Business Support Associate (Leasing)

**TYPE OF CONTRACT**: Fixed-Term Appointment

**JOB GRADE**: G6

**UNIT/DIVISION**: Management Services Fleet Center (MSDF)

**DUTY STATION (City, Country)**: Dubai, UAE

**DURATION**: 12 Months with a possibility of extension

Serving at the trusted nexus between the customers from over 80 countries and the Fleet Centre, the Incumbent, under the direct supervision of the Administration Officer - Lease Operations, based in Dubai-UAE, will be the key staff in managing the customer accounts in Fleet Wave and systems management and also to manage the team in the processing of orders and requests and vendor management. This position will be responsible for following duties:
**KEY ACCOUNTABILITIES (not all-inclusive)**:
1. Maintain all Customer Accounts records for leased vehicles and ensure the periodical review of customer accounts to validate the leased vehicles.
2. Review and verify quarterly lease invoices for all customer accounts and confirm to Finance
3. Review all credit notes to customers and confirm to Finance.
4. Maintain Process flow on WFP Fleet Portal and collaborate with system administrators and FMSS units for continuous improvements of client experiences.
5. Extract Lease data from Fleet Portal and Fleet Wave for further analysis and reporting purpose.
6. Assess the non-standard or extra-catalogue orders, Armoured Vehicle orders, prepare the case with relevant information, consult with the Supervisor for subsequent action including negotiations where appropriate, before submission for approval by the Fleet Centre Management.
7. Issue Pro-forma Invoice and obtain client’s confirmation on orders; follow up with clients to ensure timely recognition of confirmed orders and funding commitments.
8. Issue Final Invoices for Lease and Credit Notes (when necessary). Validate quarterly invoices before confirming to Finance.
9. Ensure procurement of non-standard/non-TTC (Toyota Japan) vehicles in line with Fleet Centre procedures.
10. Responsible for prioritization of the orders;

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